Commercial Assistant Property Manager

Commercial Property Management Experience Required

JOB SUMMARY:

Responsible for the day-to-day commercial property management operations for a portfolio of buildings in Austin, which include monitoring work orders and dispatching maintenance calls, providing assistance with AP/AR and financial reporting, building strong tenant relations, maintenance of vendor contracts and tenant files, and planning tenant/building events. Provides a high level of customer service and problem-solving skills to address a variety of property and tenant-related issues. Assist with the oversight of tenant and building construction projects. Provide support to the assigned Property Manager. Be a strong example for the ECR Management Team in the marketplace. Facilitate current systems and procedures.

KEY RESPONSIBILITIES:

· Assist with special projects as directed by the Property Manager.

· Code and process invoices for properties and pay applications for construction projects

· Work closely with Property Accountant and Property Manager to ensure transactions are accounted for accurately and variances to budget are fully explained as necessary

· Monitor accounting email for invoices to be entered into the accounting system

· Assist with rent collections and late fee/default process

· Maintain tenant, construction, property and other various files both physically and electronically

· Maintain tenant and vendor certificates of insurance

· Maintain tenant and vendor contact lists

· Assist with responding to tenant needs, complaints and general requests

· Prepare and distribute tenant announcements, notices, and/or letters as required

· Maintain key boxes for all buildings, create and update tenant key logs and mailbox layouts as move-ins/move-outs occur

· Maintain building access card systems, issue/cancel access cards as necessary

· Coordinate tenant activities, fire drills, and other events as requested

· Monitor and maintain flow of close out for maintenance/work order system and distribute/dispatch to engineers/vendors as appropriate.

· Follow up with engineers, tenants and property manager upon completion of repair work

· Coordinate all tenant move-ins and move-outs with tenants, property manager and maintenance engineer

· Assists with preparation of financial reports

· Assist with Operating Expense Reconciliations

· Assist with preparation of operating and capital budgets

· Assist with the coordination of default proceedings as necessary

· Assist with preparation and collection of estoppel letters

· Perform property inspections

· Perform lease administration, set up new lease files, abstract leases and amendments

· Assist in preparing vacant spaces for lease

· Assist in coordinating vendor bidding

· Assist with preparation of vendor contracts

· Ensure adherence to Property Management Policies and Procedures as well as compliance with codes, regulations and governmental agency directives.

· Provide administrative assistance including acceptance and distribution of mail and packages within management office

· Effectively maintain positive working relationships with internal and external contacts

EDUCATION & EXPERIENCE:

· Minimum of 1-2 years of experience as an Assistant Property Manager for commercial properties

· Minimum of 3 years over-all commercial property management experience

· Some college or commensurate work experience preferred

· RPA, ACoM, or CPM in progress or designation is a plus

KNOWLEDGE OF:

· Building systems including fire/life safety, access, mechanical, plumbing, electrical

· Word, Excel, and Outlook skills are required

· Real Estate/Property Management Software (MRI, Yardi, Impak, etc). is preferred, but not required

ABILITY TO:

· Meet multiple deadlines in an extremely fast-paced environment while maintaining quality of work and professional demeanor

· Learn and adapt quickly to technology (particularly real estate software) and processes

· Work independently, effectively, and meet tight deadlines

· Interpret and understand leases and other contractual documents

· Manage numerous tasks/projects simultaneously and adapt well to constantly changing environments

· Provide high level of customer service both internally and externally

· Establish and maintain effective working relationships with tenants, vendors, employees, other company divisions, diverse groups of individuals and the general public

· Analyze problems, identify options and implement solutions applying creative management techniques and new technology as applicable

· Assist in the management of assigned property in accordance with company policies, procedures and standards

ATTRIBUTES:

· Must be detail oriented and analytical with strong communication skills

· Proven history of high level of responsibility and accountability

· Positive attitude, the ability to communicate effectively with a team, willingness and drive to learn, team-oriented, dependable, organized, assertive, resourceful, drive to continuously improve, production-oriented, strong attention to detail, multi-tasker

Job Type: Full-time

Pay: $26.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Supplemental pay types:

• Bonus pay